Arcoro is proud to announce Phase 2 for the AI Admin Assistant. Since the initial release of Arcoro’s AI Admin Assistant in March, HR admins have been able to ask questions about their organization and get fast answers — but the assistant’s reach was limited. It could only access a narrow set of data, could not answer questions about employee time records, and had no awareness of what each admin was actually authorized to see. 

Phase 2 addresses these gaps directly by allowing:

• Access more of your data — The assistant now reaches a broader set of company data through the OData framework, giving admins richer, more complete answers about their workforce.

• Ask questions about employee time — ExakTime admins can now query employee timecard data, including time records, shifts, punches, approvals, and time off, directly through the assistant.

• Trust what you see — The assistant enforces your module permissions automatically. You will only receive information for the employees and modules you are authorized to administer — no configuration required.

• Faster responses — The assistant now runs on GPT-4.1, which delivers lower latency and higher-quality answers on the types of questions HR admins ask most.

• Help improve the experience — A new thumbs-up/thumbs-down rating with optional feedback text lets admins signal when a response was helpful or not, feeding directly into quality improvements.

Enhancements

• Expanded data access via OData — The assistant now queries the Arcoro Data Warehouse using an OData framework, enabling access to a broader range of HR, time, talent, and cross-product data entities based on each admin’s module access. This capability means that the Assistant can answer questions based on any data currently available through Advanced Analytics.

  • The data in the Arcoro Data Warehouse is refreshed daily, similar to Advanced Analytics. Any data generated after the daily refresh time will not be available until the following data refresh.

• Employee timecard data — ExakTime admins can ask questions about employee time records, shifts, punches, approvals, time off, and expense data. Results are automatically scoped to the employees within the admin’s ExakTime viewset.

• Module-based permissions — The assistant now applies per-module access rules. Admins only see data for the modules they administer. 

  • For example, if a user is on the page and their company has LMS, Performance, and ExakTime, but that user is only an administrator for LMS, they will only have access to Learning data.

  • In addition, each administrator's rights include access to user data without sensitive information like SSN.

  • The exception to this rule is that if a user is a Core HR admin, they will see full employee data.

• Conversation feedback — After each conversation, admins can rate the interaction with a thumbs up or thumbs down. Selecting thumbs down surfaces an optional free-text field for additional context. Feedback is stored and used for quality improvement (screenshot attached)

• Improved response speed — The assistant has been upgraded to a new model as well, GPT-4.1, resulting in meaningfully faster responses with equal or better answer quality.

*The Assistant is still read-only. It cannot change data for an admin user.

Data and Access Guidelines

1. The assistant only surfaces data from modules the logged-in admin is authorized to administer. Admins cannot query data from modules they do not have admin access to.

2. Sensitive employee fields — including SSN and salary — are only accessible to Core HR admins. All other module admins receive a limited subset of user data that excludes sensitive fields.

3. ExakTime admins are further restricted by their viewset configuration. The assistant filters all time-related queries through the admin’s ExakTime employee viewset, ensuring results only include employees within their authorized scope.

4. All data returned by the assistant is scoped to the admin’s own company. Cross-company data access is not possible.

5. Conversation feedback can only be submitted by the admin who owns the conversation. Admins cannot rate or view another admin’s conversations.

Availability and Access

The AI Admin Assistant in Phase 2 is available to administrators of the following modules in multi-module Arcoro companies:

• Core HR admins — access to Core HR data, full user data (including sensitive fields), and shared cross-product data (locations, company data, time off)

• ExakTime admins — access to ExakTime time data and a limited subset of user data (no sensitive fields), filtered by their ExakTime viewset

• LMS admins — access to talent data and a limited subset of user data

• Performance admins — access to talent data and a limited subset of user data

• ATS admins — access to ATS data and a limited subset of user data

Onboarding-only admins and non-admin users will not see the AI Assistant. Single-module companies are not currently eligible.

FAQs

• Who can use the AI Admin Assistant after Phase 2?

  • Any administrator of a Core HR, ExakTime, LMS, Performance, or ATS module at a multi-module Arcoro company can access the assistant. Onboarding-only admins and non-admin users do not have access.

• Will admins be able to see data from modules they don’t administer?

  • No. The assistant enforces module-based access controls automatically. For example, an ExakTime admin cannot query LMS or Core HR data for their company if they are not an admin of those systems. Admins with multiple module roles will see the combined set of data they are authorized for.

• Can ExakTime admins with restricted viewsets see all employee time data?

  • No. ExakTime viewset restrictions are enforced by the assistant. Admins with a restricted viewset will only receive time data for employees within their assigned viewset. Unrestricted admins (no viewset configured) see all employee time data.

• How does the conversation feedback work?

  • After each conversation, admins see a thumbs-up and thumbs-down option. Thumbs up records positive sentiment. Thumbs down opens an optional free-text field where the admin can describe what was wrong. Feedback is saved to the conversation record and reviewed by the Arcoro product team.

• Does Phase 2 include write capabilities — can the assistant update employee records?

  • No. Phase 2 is read-only. The assistant can answer questions about your data but cannot create or update records. Write capabilities are being evaluated for a future phase.